Air Customer Service Administrator

7 days ago

Kempton Park, South Africa Ceva Logistics Full time

_CEVA Logistics provides global supply chain solutions to connect people, products and providers all around the world. We are supply chain experts. We live and breathe logistics every day. Above all, we believe that this is a people business. That’s why we are building a global culture of teamwork and respect. We encourage initiative, and we engage and empower our diverse workforce to grow their careers within CEVA._
- CEVA Logistics offers a broad range of end-to-end, customized solutions in both Contract Logistics and Freight Management thanks to our approximately 98,000 employees at more than 1,000 facilities in 160 countries worldwide. With the recent acquisition of the former Ingram Micro Commerce & Lifecycle Services business, we are building one of the world’s leading end-to-end eCommerce service offerings through the dedication and passion of our people—the heartbeat of our organization. As we continue growing at a fast pace, will you “Dare to Grow” with us?_

YOUR ROLE

We are looking for an experienced Air Customer Service Controller, to communicate with and report back to customers on their shipment.
- To arrange forwarding activities with our overseas offices and to ensure that cargo arrives as per the customers “Needed in Plant” (NIP) date.
- To complete shipment costings and estimates.
- To complete and update daily shipment status reporting

WHAT ARE YOU GOING TO DO?
- Receive order from customer
- Request solution from origin if no pre-contract in place
- Quote rates to customer
- Create shipment in CSP Instruct Origin on rates and routing Prepare for shipment arrival.
- Ensure that all the necessary documents are received from origin stations and or the client.
- Ensure that all information on the waybills, manifest, commercial invoice, packing list and all other relevant documents is relevant and correct.
- Ensuring that the consolidation file and house bill files are pre-cleared prior to flight arrival.
- Receive Freight.
- To arrange the recovery of the original documents and the shipment and to validate if the shipment shows any discrepancies. If any irregularities are found they must be reported to the customer
- Send Arrival Notice to Customer / Handover Notice to 3rd party forwarder. Create shipment in source system.
- Check/Update the ETA and sending of arrival notice to consignee.
- Request a completed and signed clearing instruction from the client. No shipment must be cleared without a signature from the client. Complete clearing checklist, do GCI screen and check that all documents tie up before submitting to entries department.
- Ensure that all original documents - EUR1, certificate or origin etc. are included where required prior to submitting to the entries department.
- Submit documents to the entries department and ensure that they perform customs clearance.
- Receive clearance confirmation/customs release.
- Confirm estimated time of arrival with the port and update Matrix/Navigator accordingly and ongoing.
- Tracking Cargo. Constant communication with the origin offices/airlines/ground handlers/transporters/drawers.
- Ensure that the shipment flew as booked, it arrived as booked and get confirmation of exactly when it is available for collection.
- Ensure that all milestones are completed on time & as the shipment progresses in both Matrix OFS and Navigator.
- Milestones are to be entered according to, and in compliance with global standard metrics. Invoice the shipment on time & in line with global KPIs.
- Ensure that the accruals are entered into the system in accordance with the buying rates from the 3rd party service provider(s).
- The invoiced rates must be as per the customer proposal and or the standard billing tariff. Schedule Delivery: Plan and arrange the delivery of the shipment/consol to the CEVA warehouse or to the customer.
- Updating and submission of status reports as per client requirements. Liaising with both Internal and External Customers, keeping them fully updated with the progress of their shipment.
- Communicate estimate requests to the estimates desk and follow up on progress.
- Provide feedback to the client on the status. Handle NRCS, Customs, Border Police, Plant Health, Port Health and other stops.
- Obtain release from the relevant authority as soon as possible, minimizing additional cost to the client as far as possible. Any documents required by authorities to be submitted urgently and as a matter of priority.
- Client to be notified in writing of the stop. Constantly update the client on the status of release.
- Receive the POD and scan it to ONEScan. Create Accruals and Invoices in Matrix OFS for respective parties.
- Managing the Insurance claims. Closing of operational files, scanning of documents into One-Scan.
- Providing Customers with any additional reports as requested.
- Perform any additional duties as and when required.
- To assist with the general operations in the office and ensure that all LEAN (5S & Kaizens),

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